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Zapier makes it easy to integrate Calendly with Xero - no code necessary. See how you can get setup in minutes.

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Calendly
Calendly logo
Calendly
1. Choose trigger event
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Xero
Xero logo
Xero
2. Choose action
Calendly logo
1. Select the event
Setup
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Calendly
Choose a trigger event

Choose a trigger

A trigger is the event that starts your Zap—like a "Event Canceled" from Calendly.

Add your action

An action happens after the trigger—such as "Add Items to Existing Sales Invoice" in Xero.

You’re connected!

Zapier seamlessly connects Calendly and Xero, automating your workflow.

Supported triggers and actions

Zapier helps you create workflows that connect your apps to automate repetitive tasks. A trigger is an event that starts a workflow, and an action is an event a Zap performs.

  • Calendly triggers, actions, and search
    Event Canceled

    Triggers when an event is canceled.

    Trigger
    Polling
    Try It
    • Free Plan Copy
    • Webhook subscription scope
      Required
    • Event Type
    Trigger
    Instant
    Try It
    • Routing Form
    Trigger
    Instant
    Try It
    • Event Name
      Required
    • Host User
      Required
    • Co-hosts
    • Duration (in minutes)
      Required
    • Time Zone
    • Start Date
      Required
    • End Date
      Required
    • Location Kind
    • Location
    • Additional Location Info
    Action
    Write
    • Free Plan Copy
    • Webhook subscription scope
      Required
    Trigger
    Instant
    Try It
    • Free Plan Copy
    • Webhook subscription scope
      Required
    Trigger
    Instant
    Try It
    • Event UUID
      Required
    • Reason
    Action
    Write
  • Calendly triggers, actions, and search
    Mark Invitee as No Show

    Marks a specific invitee as a no show.

    Action
    Write

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Customers have created over 25 million Zaps on the platform

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Practical ways you can use Calendly and Xero

Track cancellations in accounting system

When a Calendly event is canceled, Zapier creates a record in Xero for efficient tracking. This ensures canceled events are logged properly, avoiding accounting discrepancies and improving record management.

Business Owner
Try it
Sync scheduled meetings to accounting

When a new event is scheduled in Calendly, Zapier automatically creates a corresponding invoice in Xero. This reduces administrative effort and ensures all meetings are linked to timely invoices.

Project Management
Log customer no-shows in Xero

Whenever a Calendly invitee is marked as a no-show, Zapier records the instance in Xero to maintain historical records. This streamlines follow-up strategies and allows the sales team to monitor customer engagement.

Sales Ops

Learn how to automate Calendly on the Zapier blog

Learn how to automate Xero on the Zapier blog

Make work flow with AI

Level up your Calendly to Xero integration with AI. Extract, summarize, and transform your integration data with leading AI models like OpenAI, Anthropic, and more.
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Frequently Asked Questions about Calendly + Xero integrations

New to automation with Zapier? You're not alone. Here are some answers to common questions about how Zapier works with Calendly and Xero

How do I connect Calendly to Xero?

To integrate Calendly with Xero, you'll need to use our platform to create a Zap, which involves setting up both a trigger from Calendly and an action in Xero. Simply select Calendly as the trigger app and choose an event such as 'Invitee Created.' Then, select Xero as the action app and choose an action like 'Create Invoice' or 'Create Contact.' Follow our step-by-step guide to authenticate both accounts.

Which triggers are available for the Calendly integration?

When integrating Calendly with our platform, you can use triggers such as 'Invitee Created,' which occurs when a new invitee schedules an event. This triggers workflows that can automate tasks in connected apps like Xero.

What actions can I perform in Xero when a Calendly event is triggered?

With our integration setup, you can automate actions in Xero when a Calendly event is triggered. Available actions include 'Create Invoice,' 'Create Bill,' and 'Create Contact.' These help streamline your invoicing process by automatically generating financial documents based on scheduled events.

Do I need any coding skills to integrate Calendly with Xero through your platform?

No coding skills are required to integrate Calendly with Xero using our platform. Our user-friendly interface allows you to set up automated workflows via Zaps by simply dragging and dropping, selecting apps, and configuring triggers and actions without any programming knowledge.

Can I update existing contacts in Xero when a new invitee is created in Calendly?

Yes, using our integration capabilities, you can update existing contacts in Xero when a new invitee is created in Calendly. Set up this function by choosing the appropriate action such as 'Find Contact' coupled with ‘Update Contact’ following your trigger selection of an event like 'Invitee Created.'

Is there any way to test the integration before going live?

Yes, we provide testing capabilities for integrations before they go live. After setting up your workflow between Calendly and Xero, you can test the Zap to ensure it functions correctly by checking if the desired actions are triggered appropriately without impacting live data.

What should I do if my Zap between Calendar and Xero fails?

If your Zap fails between Calendly and Xero, review the task history on our dashboard for error details. Common issues may involve authentication errors or incorrect field mappings between events and actions. Adjust necessary settings or consider reaching out to our support team for help.

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About Calendly
Calendly is an elegant and simple scheduling tool for businesses that eliminates email back and forth. It helps save time so that businesses can provide great service and increase sales.
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About Xero
Xero is an accounting app that lets you track businesses expenses and accounting with intuitive mobile apps and web interfaces for point-of-sale, ecommerce, time-tracking, and more.
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